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Qoyod Integration

The Qoyod integration lets a Saudi garage create autoGMS invoices from completed jobs, review them, then send them to Qoyod as draft sales invoices for accounting approval.

This workflow is designed to keep workshop operations in autoGMS and accounting approval in Qoyod.

What Syncs To Qoyod​

When you send an invoice to Qoyod, autoGMS can sync:

  • the customer
  • service items
  • spare-part products
  • spare-part stock availability
  • invoice line prices, quantities, VAT, and totals
  • vehicle details, including vehicle name and plate number
  • the completed job invoice as a Qoyod draft

Payments are not pushed from autoGMS to Qoyod. Qoyod remains the payment source of truth after the invoice is sent.

The Standard Workflow​

  1. Complete the job in autoGMS.
  2. Go to Invoices.
  3. Open Needs Invoice.
  4. Click Generate for the completed job.
  5. Review the invoice lines, VAT, total, customer, and vehicle details.
  6. Make sure Requires Qoyod invoice is selected.
  7. Save the autoGMS invoice.
  8. On the invoice row, click Send draft to Qoyod.
  9. autoGMS sends the invoice data to Qoyod.
  10. The invoice row changes to show that a Qoyod draft was created.
  11. Open Qoyod and approve the draft invoice there.

The first click creates the invoice in autoGMS. The second click sends the reviewed invoice to Qoyod. This keeps the external accounting write deliberate.

Payment Flow​

After an invoice is synced to Qoyod:

  • record and approve payments in Qoyod
  • do not mark the invoice as paid manually in autoGMS
  • use Refresh from Qoyod in autoGMS to pull the latest payment state

When you open the invoices page, autoGMS checks visible Qoyod invoices that have not been refreshed recently. You can also click Refresh Qoyod in the page header to check the visible Qoyod invoices immediately.

If Qoyod shows a full payment, autoGMS updates the local invoice as paid. If Qoyod shows a partial payment, autoGMS records the partial amount and keeps the remaining balance open.

Failed Syncs And Retry Queue​

If Qoyod rejects the sync, autoGMS records the failure against the invoice and adds it to the Qoyod retry queue.

The invoice row will show a failed Qoyod state and the action changes to Retry Qoyod sync.

Common causes include:

  • missing Qoyod account or warehouse mapping
  • a service or spare part no longer linked to the invoice line
  • missing customer details
  • Qoyod rejecting stock, VAT, or accounting data
  • a temporary Qoyod API/network issue

Fix the cause first, then retry from the invoice row.

autoGMS does not automatically retry Qoyod invoice creation in the background. This avoids creating duplicate accounting drafts if Qoyod created the invoice but the network failed before autoGMS received the Qoyod invoice number.

What Happens After A Successful Sync​

autoGMS stores the Qoyod invoice number on the invoice.

After that:

  • the invoice is treated as Qoyod-managed
  • customer sending from autoGMS is blocked for that invoice
  • manual payment recording in autoGMS is blocked
  • payment updates should be refreshed from Qoyod
  • invoice corrections should be handled by voiding/reissuing in autoGMS and approving the corrected draft in Qoyod

FAQ​

Does autoGMS create an approved Qoyod invoice?​

No. autoGMS creates a Qoyod draft. The accountant approves it manually in Qoyod.

Why is there both Generate and Send draft to Qoyod?​

Generate saves the operational invoice in autoGMS. Send draft to Qoyod is the separate accounting action after review.

Are vehicle details sent?​

Yes. autoGMS sends the vehicle name and plate number in the Qoyod invoice description when those details exist on the job.

Are payments synced to Qoyod?​

No. Payments are recorded in Qoyod. autoGMS can refresh from Qoyod to show the latest paid or unpaid state.

What if the Qoyod sync fails?​

The failed attempt is saved in the retry queue and the invoice row shows a retry action. Fix the reason shown by autoGMS, then click Retry Qoyod sync.

Why does autoGMS not retry automatically?​

Qoyod invoice creation is an accounting write. If Qoyod creates the draft but the network fails before autoGMS receives the response, an automatic retry could create a duplicate draft. For that reason, retry is deliberate.

Can I edit a synced invoice?​

Once synced, treat Qoyod as the accounting source of truth. If the invoice needs correction, void and reissue the autoGMS invoice, then send the corrected draft to Qoyod.